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ClassLink ClassMate
Introduction to:
PIMS 2012 Staff Submission
ClassLink, Inc.
PIMS 2012 Staff Submission
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Overview of PIMS Staff Submission
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Module Requirements for this Submission
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ClassLink Hosted Site Information
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Non-ClassLink Hosted Site LaunchPad Information
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Employee Management Module – General Tab
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Employee Management Module – Position Tab
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Employee Management Module – PIMS Tab
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Employee Management Module – PIMS Assignment Tab
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ClassLink, Inc.
PIMS 2012 Staff Submission
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PIMS Export Management
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State Reporting Data Validations
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ClassMate PIMS Reports
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PIMS 2012 Staff Submission
Overview of PIMS Staff Submission
The reporting window is 10/22/12 through 11/9/12.
The following templates are include in the PIMS Staff Submission:
•Staff
Required submission to PIMS
•Staff Snapshot
Required submission to PIMS
•Staff Assignment
Required submission to PIMS
• All ClassMate PIMS Documentation can be found on our ClassMate Institute Documentation
Website under the heading State Reporting.
• Please check our ClassMate Institute Documentation Website often as we are continually
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adding new documentation and updating existing documentation.
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PIMS Staff 2012 Submission
Module Requirement for PIMS Staff Submission
The modules that will be needed to complete the data entry, export, and validation for the three
staff templates (Staff, Staff Snapshot, and Staff Assignment) are:
• Employee Management – located in the ClassMate Application under Modules < Personnel
Management
• State Reporting Validations – located in the ClassMate Application under Modules < State
Reporting. You must export your three staff files before running the validations.
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• PIMS Export Management – located in the ClassMate Application under Modules < PIMS
Management
• If you do not have these modules assigned to you please contact your ClassMate System
Administrator and request that they be assigned to you. Once they are assigned you will need
to refresh your modules/reports within the ClassMate Application.
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PIMS 2012 Staff Submission
ClassLink Hosted Site Information
For clients who are hosted by ClassLink you will need to connect to LaunchPad before
proceeding.
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To connect to LaunchPad to go to your Internet Browser (ex: Internet Explorer, FireFox,
etc) type in http://www.classlink.com/sites/schoolacronymcm
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Click the Back Again button
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At the Windows Server login enter your username & password
− Username is first initial, last name: example: jdoe
− Password is typically Password1, unless you change it
ClassLink, Inc.
If you need assistance with the LaunchPad URL for your site or your LaunchPad
username/password please contact us at: 1-888-963-7550 ext: 132.
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PIMS 2012 Staff Submission
ClassLink Hosted Site Information
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Once at the LaunchPad click on ClassMate (Traditional)
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Log-in using your ClassMate username & password.
− Enter data & export your PIMS Submission files from ClassMate.
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After the staff files are exported from ClassMate, access the Internet from the LaunchPad
by clicking on Google.
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Once the Internet Browser is open navigate to the PDE Site
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Log-in & Upload the files as required by PDE
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Sample LaunchPad screen. Please note your LaunchPad screen may look a little different & vary in color.
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PIMS 2012 Staff Submission
Non-ClassLink Hosted Site LaunchPad Information
For clients who are not hosted by ClassLink but are using LaunchPad you will need to
connect to LaunchPad before proceeding.
•
To connect to LaunchPad to go to your Internet Browser (ex: Internet Explorer, FireFox,
etc) type in http://www.classlink.com/sites/schoolname or see your ClassMate System
Administrator for assistance
•
Click the Back Again button
•
At the Windows Server login enter:
− Username
− Password
ClassLink, Inc.
If you need assistance with the LaunchPad URL for your site or your LaunchPad
username/password please contact us at: 1-888-963-7550 ext: 132.
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PIMS 2012 Staff Submission
Non-ClassLink Hosted Site LaunchPad Information
•
Once at the LaunchPad click on ClassMate (Traditional)
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Log-in using your ClassMate username & password.
− Enter data & export your PIMS Submission files from ClassMate.
•
After the staff files are exported from ClassMate, access the Internet from the LaunchPad
by clicking on Google.
•
Once the Internet Browser is open navigate to the PDE Site
•
Log-in & Upload the files as required by PDE
ClassLink, Inc.
Sample LaunchPad screen. Please note your LaunchPad screen may look a little different & vary in color.
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PIMS 2012 Staff Submission
Employee Management Module – General Tab
Getting Started:
Double click > My Modules > Double Click
Personnel Management > Click Employee Management
Staff Employees:
Create an employee record for all Staff employees, if record is
not already created. Refer to PIMS Volume 1 User Manual
section Staff To Be Reported in PIMS.
ClassLink, Inc.
State PPID:
Update the State PPID for all certificated Staff Employees.
The State PPID # can often be obtained from the Directors
Office or Payroll Department. The office that holds the number
varies from school to school
SSN:
Update the Social Security Number for all non-certificated Staff
Employees.
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PIMS 2012 Staff Submission
Employee Management Module – General Tab
ClassLink, Inc.
General Tab Required Data for PIMS:
1. Alternate ID #
(this is the ClassMate Employee ID #)
2. State PPID #
(for all certificated employees. As of
2012 you may no longer submit with SSN, PPID required.)
3. Title
(ie: Mr., Mrs.)
4. First name
5. Last name
6. Address 1
7. City/State/Zip
8. Gender
9. SSN
(for non-certificated employees)
10. Birthdate
11. Ethnicity
12. Hispanic Question
13. After all data is entered click the Save icon before
moving to the next tab or next employee
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PIMS 2012 Staff Submission
Employee Management Module – General Tab
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Sample Completed General Tab
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PIMS 2012 Staff Submission
Employee Management Module – Position Tab
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Position Tab Required Data for PIMS:
1) Department: Select the department
2) Initial Hire Date: Enter date employee was initially
hired
a) Note: Enter the date the employee was initially
hired. It does not have to be the date for which
the employee started their professional service.
The date the employee started their professional
service should be recorded on the PIMS
Assignments tab.
b) Example: Employee A was hired 08/30/2009 as
an Aide. Then on 08/30/2010 Employee A was
hired to be the Auto Body Instructor. The Initial
Hire Date should be 08/30/2009
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3)
4)
5)
6)
Hire Status: Select Hire Status (ie: Full
Time)
Job Title: Enter employees job title
Annual Salary: Enter employee’s salary.
Per PDE enter in whole dollars only and
enter in the salary or wage an individual is
paid before deductions (excluding
differentials)
After all data is entered click the Save icon
before moving to the next tab or next
employee
PIMS 2012 Staff Submission
Employee Management Module – Position Tab
ClassLink, Inc.
Sample Completed Position Tab
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PIMS 2012 Staff Submission
Employee Management Module – PIMS Tab
ClassLink, Inc.
PIMS Tab Required Data for PIMS:
1) Employee Status
2) Employee Classification
3) Highest Degree Institution
4) Primary Location
5) Termination Reason (if applies)
6) Termination Date (if applies)
7) Employment Type (ie: Full Time)
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PIMS 2012 Staff Submission
Employee Management Module – PIMS Tab
ClassLink, Inc.
PIMS Tab Required Data for PIMS:
8) Years Experience – Per PDE this is the total # of
yrs worked in 1 or more educational institutions.
Enter whole numbers only. **Clients must enter
data in this field.
9) Years Experience in District – Per PDE this is
the total # of consecutive yrs working in the LEA,
if individual leaves LEA & returns they start over.
Enter whole numbers only.
a) Note: ClassMate will calculate this field if
left blank. The calculation will be based on
the initial hire date, re-hire date, or first
assignment start date, which ever is most
current.
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10) Re-Hire Date (if applies)
11) Local Contract – Per PDE Yes = has current
contract, No = in negotiations
12) Elem/Sec Professional Personnel (ESPP) Indicate if this employee is an Elementary
Secondary Professional Personnel. Only
employees with ESPP set to yes will be
included in the Staff templates.
13) After all data is entered click the Save icon
before moving to the next tab or next employee
14) Staff Qualification Status & Authorized to
carry weapon: These fields are required for
Safe School submission in June.
PIMS 2012 Staff Submission
Employee Management Module – PIMS Tab
Years Experience in District Special Note:
•
The Years Experience in District automated calculation process dependency:
• Hire date: If the hire date is not the date the employee actually started working,
but possibly the board approval date, when entering the staff assignment start
date you must enter the actual date the staff member started working. i.e An
employee is hired on June 28,2012, but the employee will not start his assignment
until the first day of school which is August 28, 2012.
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• If you enter the assignment date as June 28,2012 the years experience in
district will calculate incorrectly as 2 years. It should be 1 year for the school year
July 1, 2012 to June 30, 2013.
• Thus Assignment start dates for new hires/ positions is the actual day the
employee starts working.
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PIMS 2012 Staff Submission
Employee Management Module – PIMS Tab
ClassLink, Inc.
Sample Completed PIMS Tab
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PIMS 2012 Staff Submission
Employee Management Module – PIMS Assignment Tab
1.
2.
3.
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4.
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Click the Green Arrow next number button
Certificated: This option allows you to toggle between certificated and non-certificated assignments.
Assignments: Select the professional assignment for the employee. Refer to PIMS Volume 2 User
Manual section Appendix B – Staff Assignment Codes.
a) Note: Enter only professional assignments because the initial start date for the first assignment
will be used to determine the consecutive years in district.
Location: Defaults to main location for non-multi-location sites. Use the Unassigned Generic
location selection (9999) for all off-campus staff. Unassigned Generic Central Office (0000) for
District office staff, private schools, and School Security Officers.
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PIMS 2012 Staff Submission
Employee Management Module – PIMS Assignment Tab
5)
6)
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7)
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Percent Time: Cannot exceed 100% for all active assignments.
Start/End Date: Used to determine if an assignment is active during the submission.
a) Note: The Start Date entered should be the date the employee started the professional
assignment.
b) Example: Employee A was hired 08/30/2009 as a Paraprofessional. Then on 08/30/2010
Employee A was hired to be the Auto Body Instructor. The Start Date should be entered as
08/30/2010
Click Save before entering another assignment or moving onto another employee
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PIMS 2012 Staff Submission
Employee Management Module – PIMS Assignment Tab
ClassLink, Inc.
Sample Completed PIMS Assignment Tab
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PIMS 2012 Staff Submission
PIMS Export Management
Location: Modules < PIMS Management <
PIMS Export Management
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Check the Submission Date box and select
10/22/2012. If the correct date is not available to
choose, or if you get an error on exporting that says,
“Invalid submission date for template” then see the
next slide.
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Check the boxes for the templates that are due:
Staff
Staff Snapshot
Staff Assignment
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If you want the file headers included on your export
files check the Include Header box
ClassLink, Inc.
−
•
If you export your files with the headers included on the
PIMS Site when you upload the files you will need to
check the boxes for each file that stating that your files
include headers.
To export the files click Save (floppy disk icon)
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PIMS 2012 Staff Submission
PIMS Export Management – Adding a Submission Date
Location: Modules < PIMS Management < PIMS Export Management
If you receive the error, “Invalid submission date for template” when processing, or if the correct
submission date does not appear in the dropdown, update the submission date as follows:
1. Click Edit > Add Submission Date.
2. Click the dropdown and select the desired date.
3. Check the desired templates.
4. Click Save to update.
5. Close the pop-up after the message,
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“Process complete.”
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PIMS 2012 Staff Submission
State Reporting Data Validations
ClassLink, Inc.
Location: Modules < State Reporting < State Reporting Validations
The next slide will explain the different options in this module.
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PIMS 2012 Staff Submission
State Reporting Data Validations
Location: Modules < State Reporting < State Reporting Validations
ClassLink, Inc.
Before running these validations you must EXPORT your templates using the PIMS
Export Management Module
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Blank Salary: Validates all ESPP employees with a blank salary for the specified location.
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No PPID: Validates ESPP employees who have no State Professional ID assigned.
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No Assignment: Validates ESPP employees who have no Employee Assignment.
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Duplicate PPID/SSN: Validates ESPP employees who have duplicate PPID or SSN.
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PIMS 2012 Staff Submission
ClassMate PIMS Reports
Location: Reports < PIMS Management
Before submitting PIMS templates to PDE we highly recommend that clients run and review the data
on the following reports:
•
•
•
•
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Alpha Employee PIMS Report: Prints the Employee PIMS Information, 1 page per employee.
Alpha Employee PIMS - Confidential: Prints the Employee PIMS Information without salaries, 1 page
per employee
Alpha Employee Assignment Report: Prints the employee Assignment information and calculates a
current percent of time total for the submission date.
Prior Yr Alpha Staff/Staff Assignment Report: Prints the staff & staff assignment data from the prior
school year.
Current Yr Alpha Staff/Staff Assignment Report: Prints the Staff and Staff assignment export data.
You must export your staff and staff assignment files before running this report.
Any data inaccuracies should be fixed, then re-export templates, and re-run validations & reports.
ClassLink, Inc.
If you do not see these reports, please contact your System Administrator to request that they be
assigned you.
ClassMate Best Practice tip: Once you have confirmed the data on the reports is correct, you should also export the
report to .PDF and store in a folder on your M: drive, such as “M:\PIMS Staff 2012” along with the actual .csv
export files, for future reference.
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PIMS 2012 Staff Submission
Multi-Location Clients: Special Instructions
After you export your files for the first location, and
have completed validations including re-exporting as
needed and are ready to submit to PDE:
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Go to PIMS & upload the files for that location.
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Once files for that location are successfully uploaded,
move those out of the M:\ClassMate\PIMS folder.
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It is recommended that you move the export files to a
special folder\subfolder you create, such as “M:\PIMS
ClassLink, Inc.
Staff 2012\Location One” for future reference.
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Click the drop down next to the location name.
−
Select the next site.
−
Then check the template boxes again.
−
If you want the file headers included on check the
Include Header box.
−
Click Save icon. Repeat steps for each location.
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PIMS 2012 Staff Submission
New Federal Regulation on Race/Ethnicity
ClassLink, Inc.
NOTE – Race/Ethnicity: New federal race and ethnicity standards began in 2010-2011
•
The U.S. Department of Education (ED) revised the way state education agencies (SEA),
local education agencies (LEA) and charter schools are expected to maintain, collect and
report data on race and ethnicity.
•
Beginning in the fall of 2010, SEAs, LEAs and charter schools are required to report
aggregated data to the U.S. Department of Education using new standards for the 20102011 school year. (Do not implement these new race/ethnicity standards for data collected
in the fall of 2010 for the 2009-2010 school year.)
•
The new standards mandate a two-question format categorizing the race and ethnicity of
students and educators. Refer to the chart on the following page for further instructions. In
order to implement the required change with minimal burden, LEA requirements for
collecting and maintaining race/ethnicity differ from those for reporting these data in PIMS.
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PIMS 2012 Staff Submission
New Federal Regulation on Race/Ethnicity
Collecting Race/Ethnicity Data
•
A two-part question is mandatory, with the ethnicity part asked first and the race part asked
second.
•
We recommend for auditing purposes that the Federal two part question below be added to
registration/application forms.
•
Part 1: Ethnicity (choose one):
− Hispanic/Latino
− Not Hispanic/Latino
•
Part 2: Race (choose one or more, regardless of ethnicity):
ClassLink, Inc.
−
−
−
−
−
•
American Indian or Alaskan Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
As in the past, individuals (or students’ parents) are asked to self-identify themselves.
Observer identification is required if individuals decline to choose a race/ethnicity.
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PIMS 2012 Staff Submission
New Federal Regulation on Race/Ethnicity
Reporting Race/Ethnicity Data in PIMS
•
LEAs should use the following standards when reporting race/ethnicity data in PIMS:
if Ethnicity selected is:
(Part 1)
and Race selected is:
(Part 2)
ClassLink, Inc.
Hispanic/Latino
then report this:
Students are reported as
Hispanic/Latino if they identify
themselves as such. This
designation overrides any race
selected in Part 2.
Not Hispanic/Latino
America Indian or Alaskan Native
American Indian or Alaskan
native only
Not Hispanic/Latino
Asian
Asian only
Not Hispanic/Latino
Black or African American
Black or African American only
Not Hispanic/Latino
Native Hawaiian or Other Pacific Islander
Native Hawaiian or Other Pacific
Islander only
Not Hispanic/Latino
White
White only
Not Hispanic/Latino
Two or more races
Multi-racial
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PIMS 2012 Staff Submission
New Federal Regulation on Race/Ethnicity
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Recordkeeping
•
As in the past, original records must be maintained for three years. However, when there is
litigation, a claim, an audit or another action involving the records, original responses must
be retained until the completion of the action.
•
The above information is a summarization of standards detailed in: MANAGING an
IDENTITY CRISIS…Forum Guide to Implementing New Federal Race and Ethnicity
Categories (publication NFES 2008-802). This publication is available from the U.S.
Department of Education online (http://nces.ed.gov/pubsearch) or call toll free (1-877-4EDPubs).
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PIMS 2012 Staff Submission
New Federal Regulation on Race/Ethnicity
ClassLink, Inc.
Race/Ethnicity Definitions
•
These are categories used to describe groups to which individuals belong, identify with, or
belong to in the eyes of the community. These categories do not denote scientific
definitions of anthropological origins.
•
AMERICAN INDIAN/ALASKAN NATIVE – A person having origins in any of the original
peoples of North America and who maintains cultural identification through tribal affiliation
or community recognition.
•
ASIAN/PACIFIC ISLANDER – A person having origins in any of the original peoples of the
Far East, Southeast Asia, the Indian subcontinent, or Pacific Islands. This includes people
from China, Japan, Korea, the Philippine Islands, Samoa, India, and Vietnam.
•
BLACK (NON-HISPANIC) – A person having origins in any of the black racial groups of
Africa (except those of Hispanic origin).
•
HISPANIC – A person of Mexican, Puerto Rican, Cuban, Central or South American or
other Spanish culture or origin, regardless of race.
•
WHITE (NON-HISPANIC) – A person having origins in any of the original peoples of
Europe, North Africa, or the Middle East (except those of Hispanic origin).
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